Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
Present:
Fabian Banga, Vina Cera, Calvin Madlock, Antoine Mehouelley, Bala Sampathraj, Gina LaMonica, Johnnie Fudge, Nate
Heller, Hui Zhang, Mary Louise Zernicke
Guests:
Joseph Bielanski, Mark Wilson, Aisha Williams.
Facilitator/Recorder: Karolyn van Putten, Phillippa Caldeira (Guest Recorder)
Absent:
Evelyn Lord (Recorder), Joshua Boatright, Manny Uy, Antonio Barreiro
Agenda Item and
Presenter(s)
Meeting Called to Order
Discussion
8:35 am
Facilitator
I. Review and Approval of
Agenda
Facilitator
Agenda was approved unanimously as revised, Item VI. Reports
from Colleges (Including Interactive Learning Environments/Smart
Classrooms status, if not previously addressed above in item VIII) has
been moved to end of the agenda.
II. Review and Approval of
Minutes from December 6,
2014
Facilitator
Minutes from the December 6, 2013 meeting were approved
without revisions.
Page 1 of 12
Follow-up Action
Decisions
(Shared
Agreement/
Resolved/Unresolve
d?)
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
III. Update on PBIM/PBC
Budget Planning Calendar
Facilitator/AVCIT Madlock
Dr. Karolyn van Putten noted that nothing will be presented to the
next PBC meeting in March if the DTC body does not receive any
priorities for technology spending from any of the colleges. Thus
far, college priorities have not been received.
Fabian mentioned that as a representative of BCC, they are working
on their technology priorities this month and he is assuming that he
can have a report for the next DTC meeting.
Merritt has done 2013 priorities for technology spending, without a
dollar amount attached but they could send that information along
since they have a technology plan. Mary Louise Zernicke
questioned the format of the Priorities for technology spending and
Dr. Karolyn explained clearly that there is a standard format that
was used last year and we need to use this year.
The sub-Committee (composed of Dr. Fabian, Bala, Antoine, Mary
Louise) will meet next week and use the same rubric from last year
and they will try to submit all the information to the DTC members
before the meeting.
The plan is that the colleges submit their technology requests to
AVCIT Calvin and Calvin will forward them to the subcommittee
which is composed of four representatives: one person from each
college. The subcommittee does its work of prioritizing, using the
rubric from last year and providing the information that is the
feedback in the format required and sends its recommendation to
AVCIT Calvin by the 24th of February and Calvin will send it to the
members of the DTC to review prior to the next DTC meeting
which will be held on March 7th.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
Dr. Fabian mentioned that the rubric is on the website.
Page 3 of 12
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
IV. Revise and
AP 4105: Distance Education
endorse/approve
AP 4105: Distance Education
The DTC Body has approved the removal of the two sentences
Facilitator/AVCIT Madlock
which are the one on the bottom of page one and three. This has to
go back to the PBC.
Page 4 of 12
ACTION: Agendize
change to revision
in AP 4105 at the
PBC
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
Page 5 of 12
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
IV.
Review Telephone,
Computer, Network and
Electronic Mail Use
Guidelines DRAFT (in
progress)
Facilitator/AVCIT Madlock
AVC Madlock asked DTC members to familiarize themselves with
Board Policy 3720 (Information technology use) and AP 3720
(Telephone, Computer, Network and Guidelines Mail Use). These
policy and procedure documents were approved last year.
The IT Department needs to further define the guidelines based on
these policies and procedures.
The guidelines have been carried through the ENG group which
consists of college network coordinators, college information
technology analysts and staff from the district office and they went
through it to make sure that Telephone, Computer, Network and
Electronic Mail Use guidelines are further defined..
AVC Madlock went over the document that was handed out to the
members very briefly since it was just brought to everyone’s
attention to be aware of it and use it as needed. Everyone is
responsible for reading, understanding the document and using it as
needed when using the resources
Dr. Karolyn van Putten questioned how these guidelines will be
enforced and what will happen if someone is not aware of the
guidelines.
The document was revised as follows
Dr. Banga is suggesting that there needs to be a section in the
document that is similar on the one on the electronic mail use
guidelines form that is specific to the network. AVC Madlock
agreed to add this as part four of this document.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
Dr. Karolyn van Putten explained that this is a draft that was
presented to the DTC members for getting specific and valuable
feedback that the Associate Vice Chancellor will be incorporating.
FERPA will be added to the introduction part along, as suggested by
Mark Wilson.
Dr. Karolyn made a recommendation for DTC members to take the
guidelines back to to campus for further review and feedback.
They should provide any additional input to AVCIT Madlock who
will revise the document before he brings it back to the DTC Body.
Dr. Karolyn noted that this document has been waiting for its
activation for a while, so it is good to get that done soon.
AVC Madlock will send an electronic copy of this document to the
DTC members, after the revisions and bring it back to the next
meeting for the approval.
Page 7 of 12
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
VII. Update on (review)
DTC memo to college
technology committees
AVCIT Madlock/Facilitator
The update on this topic is that all information has been collected
and forwarded to AVC Madlock and will need to be presented to
this committee at the next meeting.
The expectation is that the information that the Subgroup created
will be shared with the entire DTC members before the next
meeting so that we can finalize the ways in which we are going to
use it at the next meeting.
VIII. District/College
Technology Responsibilities
Matrix DRAFT
AVCIT Madlock/Facilitator
A subgroup consisting of AVC Madlock, Antoine and Fabian
got together and started this draft.
Louis Quindlen explained again that there is a need to develop a
matrix for accreditation purposes (institutional self evaluation) and
recommended that the matrix include an indication of where
various IT responsibilities lie (e.g. district or college) Quindlen
noted that such a matrix helps the campuses with their
accreditation self-evaluations.
AVC Madlock went over the draft prepared by the subgroup very
briefly and gave some explanation of each item.
AVC Madlock asked everyone to look at the document and bring
some input that the subgroup will incorporate later.
Page 8 of 12
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
Mary Louise from Merritt is thinking this is a good start but the
idea of centralizing the help desk won’t help Merritt College since
they already have their own helpdesk.
Dr. Karolyn van Putten said that the AVCIT will take this feedback
into consideration and will bring back a response after reflecting on
the implications of the suggestions.
AVCIT Calvin informed Louis that the sub group would develop
the Matrix and incorporate the help desk, training, funding, etc.
The sub group will bring it back to next DTC Meeting.
IX. Update: Process for
revising/updating IT
Strategic Plan
This item was not covered.
AVCIT Madlock
X. Technology Accessibility
Requirements
Roberto Gonzalez came to the meeting to advise the members on
technology accessibility requirements and some of the issues we are
having meeting those requirements.
Roberto Gonzalez was introduced to the members as an alternate
media specialist, from the DSPS at Berkeley City College
We are obligated to have everything online ADA-accessible.
PDF documents that are on the website should have been properly
tagged for reading layout so that they are actually searchable text.
Examples of inaccessible technology include image files, scanned
documents, JPEGS, and graphics without tags
Page 9 of 12
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
An example of an inaccessible word document was shared, as well
as a way to make it accessible..
Any information technology put on-line needs to be accessible.
AVCIT Calvin suggested to bring this back to the DTC meeting
next time for further talk.
Dr. Karolyn asked Roberto to send an electronic copy of the ADAcompliance document to AVC Madlock who is going to make sure
that every member of the DTC body has access to it.
VI. Reports from Colleges
(Including Interactive
Learning
Environments/Smart
Classrooms status, if not
previously addressed above
in item VIII)
XI. District IT
Reports/Updates:
AVCIT Madlock/Banga and
DES Ranell Holmes
Not Covered
a)
Distance education matters (Banga): Not covered
b)
PeopleSoft Resolution Team Report: DES (Director of
Enterprise Services) Ranell Holmes is reporting out:


Last meeting was January 27, and included discussion of
PeopleBooks, which are documentation of our PeopleSoft
system.
Due to the large number of tickets that have been opened
the technical team spends a lot of time reading and
programming, fixing and developing.

Student admission application which is known as CCC
DTS Michael Dioquino
PCCD Project Manager AishaLorraine Williams
Page 10 of 12
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
Apply: Application development has finished and A&R is
testing the application and working on few bugs.


Student password reset, students should be able to control
their own password, DES Ranell mentioned that they are
working on that and it is in testing right now with A&R who
are making great progress. Hopefully by next week we will
have a product go live to students.
Next PeopleSoft bundle release upgrade will take place on
February 23. It includes a tax update, as well as regular
releases for Financial Aid, Campus solution and Human
Resources modules.
c)
ENG and DFC (Facilities) Report: Not covered
d)
IT Strategy Project Updates: Not covered
•
Financial Aid Module Implementation
AVC Madlock mentioned that the first phase of rolling
implementation was completed in January.



About 4000 ISERS have been loaded for students 20142015 as we speak
On February 21st the system will go down and come back
on Monday the 24th as we implement the second phase of go
live of Financial Aid, which is for the verification module of
the student Financial Aid.
There will be a subsequent upgrade in March and May and
around June we will have fully implemented a new FA
system.
•
Electronic Content Management (ECM, formerly known as
“Document Management System”)
Page 11 of 12
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
February 7, 2014 – 8:30am – 10:30pm
 AVC Madlock said that we are working on it, the training
starts February 21 all day along and it is going to be
implemented in March. Once the project is finished we will
start Web Based email
XII. New Business
XII. New Business
Facilitator
Meeting Adjourns
Meeting Adjourns
Minutes taken: Hayat Guessoum
Attachments: DTC Meeting Agenda – January 7, 2014
DTC Meeting Minutes – December 6, 2013
PBC Spring Semester Timeline
AP 4105 (revised)
Telephone, Computer, Network and Electronic Mail Use Guidelines DRAFT
District/College Technology Responsibilities Matrix DRAFT
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